Connecticut State Library with state seal

State Librarian's Report

January 28, 2002

This report is prepared bi-monthly in conjunction with the regular meetings of the Connecticut State Library Board. Items to be routinely covered include the following: the significant activities of the State Librarian and the staff, significant administrative decisions affecting the operation of the Library, status reports regarding in-progress activities, information regarding external events having an impact on the Library, media coverage of the Library, and information of general interest to the members of the Board.

The following report by the State Librarian, which will be included in the minutes of the January 28, 2002 meeting of the Board, covers the period of November 27, 2001, through January 27, 2002.

Financial Report
Attached to this report.

Personnel Report

  1. Supervisor-Records Services for State Agencies (Public Records) - Interviews conducted.
  2. Local Government Records Archivist (Public Records) - Position advertised.
  3. Library Technician (BIS) - Request to fill at OPM.
  4. Library Technician (Coll. Mgmt.) - Request to fill at OPM.
  5. Librarian (Coll. Mgmt.) - On hold.
  6. Material Storage Supervisor 1(Public Records) - Subject to OPM hiring freeze
  7. Secretary 1 (Admn Serv.) -ERIP/Hold.
  8. Fiscal Administrative Manager 1 (Admn Serv.) To be reclassified.
  9. Lead Hand Bookbinder and Restorer (Conservation Lab) - On hold.
  10. Systems Developer 3 (Library Development) - Request to establish denied by OPM.
  11. Administrative Assistant (ISD) - Request for refill denied by OPM.

Vacancies (Federal Funds)

  1. Messenger and Supply Clerk (LBPH) - On hold.
  2. Clerk (LBPH) - On hold.
  3. Secretary 1 (Preservation) - On hold.

Positions Filled Since Last Report

  1. Library Technician (Coll Mgmt.) (11/30/01)

State Librarian's Report

Off-site Storage Facility
The owner of 75 Van Block finally received a temporary certificate of occupancy. This has allowed the lease with the State to take affect. With the lease in place, we have begun preparing the building to receive archival, library and museum items for storage. Shelving, alarm systems, telephone, computer cabling and alike are now being installed. It is now estimated that the building (which we will be referring to as the "Van Block Facility") will be ready by early March. The request for proposals (RFP) for the move of the archival and library collections was issued, evaluated and awarded. Furniture to outfit the offices, conference area, and computer training lab have been ordered. The computers for the training lab have already been received.

Building Security and Related Matters
The Judicial Branch has installed metal detectors at the North and South entrances of 231 Capitol Avenue. School groups are not required to have their backpacks checked. These are left on a bench outside the Museum. The Branch has hired three additional police officers bringing the full-time security staff compliment to seven individuals for the first time. The seventh officer was hired to provide "direct security at the South Entrance to the State Library and Museum, in response to [my] strong preference to keep that entrance open". Judicial has indicated that an eighth officer is needed to "adequately staff the South Entrance and to regularly conduct walking patrols throughout the library" to meet our requirements. The Branch is looking to the State Library to pick up the cost of the eighth officer and any overtime cost that may arise as a result of establishing the South Entrance post. In a meeting with Judge Pellegrino, Chief Court Administrator, I indicated that I would be willing to bring this issue to the attention of the Office of Policy and Management. However, I believe that not opening the South Entrance is not an option. Ideally, the Branch's budget should be augmented to support all security needs of the library and the court.

The Judicial Branch has established a security committee for the State Library and Supreme Court Building chaired by Justice Vertefeuille. Rich Kingston and I represent the State Library on the committee. The committee is looking at a variety of issues including fire safety, bomb threats, and anthrax.

Following a CPTV event in Memorial Hall, I was brought into a meeting with Judge Pellegrino to discuss the use of alcohol in the Museum. It had been brought to the Chief Justice's attention that State Library Board policy allows alcohol (wine and beer) to be served at functions in the Museum. The Chief Justice does object to alcohol being served in court buildings and would like our practice stopped. I indicated that I felt the policy making body for the Museum and Library was the State Library Board. This matter is currently in abeyance but will have to be addressed in the near future. As a result of that particular event, we are reviewing and refining our internal procedures for handling events.

Connecticut Heritage Foundation
The Foundation has been very active in its attempts to raise funds and heighten public awareness of the Foundation as well as the State Library and the Museum of Connecticut History. The Board of Directors of the Foundation hosted "A Special Evening With Coach Geno Auriemma" on Thursday, December 13th in Memorial Hall. Approximately 75 people attended this fundraiser.

The Foundation ran several of the public service announcements featuring Geno Auriemma on CPTV during UConn Women's basketball games. The Foundation was only able to raise enough funds to run the public service announcement through the first part of the season.

U.S. Representative Nancy Johnson joined Foundation Board members Fred Petersen and Art Mulligan, as well as Kevin Johnson, David Corrigan, and Jane Beaudoin, at the Smalley Academy in New Britain on December 3rd for another "History on the Move" presentation.

On January 8th, Fred Petersen, Art Mulligan and I taped a segment on the Connecticut Heritage Foundation for AT&T's "Community Connection". The show airs on Channel 17 of AT&T Broadband's cable system network. The segment on the Foundation was scheduled to air later in the month.

The Foundation has received a $23,000 grant from the Connecticut Council on Developmental Disabilities to further the GreatKidsCT project.

Public Records of the State of Connecticut
Following discussions with Mark Jones, State Archivist; Eunice DiBella, Public Records Administrator; Christopher (Kit) Collier, State Historian, and Richard Buel, Chair of the Connecticut Coordinating Committee for the Promotion of History, I have authorized the publication of Volume 17 of the Public Records of the State of Connecticut using funds from the Historic Documents Preservation Account. In addition, I have decided to make the ongoing publication of these important volumes a project of the State Library. We will be contracting with Dr. Douglas Arnold to be the historical editor for the next two volumes. Dr. Arnold is a Senior Program Officer, Divisions of Research and Education, National Endowment for the Humanities and the editor of volumes 13-17 of the Public Records.

Professional Activity
I was invited by the Institute of Museum and Library Services (IMLS) to serve on a work group to revamp the annual reporting structure for the Library Services and Technology Act. A small group of us convened in Washington, D.C., December 3-4. Working with the IMLS staff and an outside contractor we developed the framework for what I think will be a very useful reporting structure and one that will not be burdensome on local grantees nor the State Library staff.

I attended meetings of the: After School Collaboration, Connecticut Coordinating Committee for the Promotion of History, CT Library Association Executive Board, Connecticut Library Network, COSLINE, Early Childhood Taskforce, Historic Documents Preservation Account Advisory Board, Nelinet Digital Library Committee, and Nelinet Executive Board.

Information Services Division

Reference Services
As a result of the study sponsored by the Freedom of Information (FOI) Commission of state agency responses to FOI requests, public service staff will be provided with training about FOI requests and the appropriate responses to them. This issue may be incorporated with Intellectual Property training issues.

Remote access to FirstSearch WorldCat is now available to patrons through use of a short-term password acquired from the Government Information reference staff.

Government Information Services Unit Head Julie Schwartz and Law/Legislative Reference Unit Head Denise Jernigan gave an orientation tour to new employees of the Legislative Library and the Office of Legislative Research on December 19. Law/Legislative Reference Librarian Janis Lefkowitz and Federal Documents Librarian Nancy Peluso gave tours to new members of the Office of Legislative Research on January 8, and Janis also gave a tour to a new paralegal from the Attorney General's office on January 14.

History & Genealogy Reference Librarian Bonnie Linck gave a CSL History & Genealogy orientation to a Genealogy class at Naugatuck Valley Community College on January 5.

LBPH Unit Head Carol Taylor gave LBPH presentations to the staff and students of the Blind Center at the Veterans Administration Hospital in West Haven on December 3, to the Board of Education Services for the Blind Manchester Senior Grant Program on December 20, and to the Macular Support Group at Waterford Public Library on January 10. Ms. Taylor also taped a show about LBPH for a local cable access channel hosted by Diane Stone from the Newington Senior Center. Carol Taylor and LBPH volunteer, Tom Grossi, staffed an LBPH exhibit at the Connecticut Society of Eye Physicians Bi-annual Meeting on December 7 and Carol attended a Volunteer Recognition Reception for the Connecticut Radio Information System (CRIS).

Law/Legislative Reference Librarian Janis Lefkowitz taught a class on Connecticut legislative history to UConn Law School Advanced Legal Research students.

Preservation Librarian Jane Cullinane made a presentation on Emergency Preparedness to Town Clerks on December 6.

An article and a picture of the Library and Information Services Division staff are featured in OCLC's 2000/2001 Annual Report, Extending the Cooperative.

The State Lottery Commission will feature a photo of H&G Office Assistant Kevin Johnson in the February issue of Connecticut Magazine.

Federal Document Depository
Government Information Services Federal Documents Librarian Nancy Peluso attended the Consortium of Rhode Island Academic & Research Libraries meeting on January 9.

The RFP for the movers was released and a pre-bid conference held on December 5. Members of the bid evaluation committee attended the prebid conference, which consisted of a tour of 231 Capitol Avenue, 80 Washington Street, and 75 Van Block Avenue. The bid conference continuation was held December 10 and issues were discussed and finalized. The Committee is reviewing bids received on December 27, and the contract will be awarded soon. Over 4,000 linear feet of library materials in the stacks, and 7,000 linear feet of newspapers and records and briefs from the attics and from 80 Washington Street will be moved. Installation of shelves for the Information Services Division portion of the Van Block facility is underway.

Following the move of materials offsite, a second move RFP will be issued for shifting within 231 Capitol Avenue to maximize use of the shelving freed up. This will include using part of the secured portion of Level 7 for library materials.

The Library lent its digital copy of the Colonial Records to the University of Connecticut for use on their new website presentation of the Colonial Records. An updated introduction written by State Library staff will explain the relation of the digitized version to the originals and that the originals are in the State Archives.

Library Automation
The Library for the Blind and Physically Handicapped has been using a specialized library system from Data Research Associates (DRA), Inc. since 1981. DRA has now been taken over by Sirsi, and we are watching to see how this change will affect the LBPH system.

The Department of Information Technology is creating a new webpage for ConneCT, the State of Connecticut's website, using a portal approach and portal management software. The new portal will have a different look compared to the current ConneCT site. Agency homepages will be linked to and from this portal. Ken Wiggin, Lynne Newell, Government Information Reference Librarian Al Palko, and Government Information Unit Head Julie Schwartz are all involved in this effort. A protocol and workflow developed by the library staff may be adopted in order to provide indexing and linking to a common taxonomy. The protocol also provides for a consistent flow to CSL of new online publications for incorporation into our catalog and possibly into the current Digital Archiving Pilot Project. Government Information Services Unit Head Julie Schwartz attended the latest meeting of the Digital Archiving Pilot Project at OCLC in Columbus, Ohio, on December 17 and December 18.

Collection Management staff attended training on the Millennium Serials and Acquisitions modules of the Innovative Interfaces Inc. library system used by our CONSULS consortium on January 9-11, and January 14-15, at Central Connecticut State University. The upgraded system provides new capabilities as well as a graphical interface for all modules. Circulation staff has already begun to use the Millennium Circulation module.

The name for the Intranet will be CSL Echo, a tribute to the CSL 1925 Newsletter, Echo.

Library For the Blind and Physically Handicapped
The National Library Service for the Blind & Physically Handicapped has given library memberships to Mystic Seaport to the Connecticut, Massachusetts, and Rhode Island Libraries for the Blind and Physically Handicapped. The memberships provide patrons with free entry to the Seaport.

LBPH Unit Head Carol Taylor is serving on the Connecticut Library Association's Americans with Disabilities (ADA) Committee.

Members of the Litchfield Garden Club visited LBPH to learn more about the planning of the LBPH Sensory Garden on December 5.

The January LBPH Advisory Committee meeting was a focus group session with DLD staff and consultant as part of evaluating LSTA funding for LBPH services. The Committee provided valuable and positive feedback on the service, its use, and its needs.

History & Genealogy Reference Librarians Mel Smith and Carolyn Picciano, Office Assistant Kevin Johnson, and General Worker Steve Rice toured the Waltham, MA branch of the National Archives on November 14.

Preservation Librarian Jane Cullinane attended the NEDCC Advisory Committee meeting in Andover on November 16.

Law/Legislative Reference Librarians Denise Jernigan and Hilary Frye attended the annual fall meeting of Law Librarians of New England (LLNE) in Boston on November 2.

Law/Legislative Reference Librarian Louise Tucker attended a workshop on Electronic Records at Western New England Law School

Library Technical Assistant Claire Murphy and Library Technician Jin-Chih Chang attended a reQuest ILL training session on December 6.

Library Technical Assistant Glenn Sherman and Collection Management Unit Head Diane Pizzo attended a New England Law Librarians' Consortium (NELLCO) Disaster Preparedness workshop at Yale University December 10.

Beverly Naylor has returned as a Retiree working 24 hours per week performing Library Technician tasks in the Bibliographic Services Unit.

Jin-Chih Chang began work November 30th as the Circulation/Interlibrary Loan Library Technician in the Collection Management Unit. Jin previously worked at Eastern CT State University Library.

Katarzyna Krach will be the Legislative Aide in the Bill Room for the 2002 Legislative session.

A contract temporary worker from the Donahue Group began working for the Connecticut Newspaper Project January 2 to replace the vacant LTA position.

Division Of Library Development
The State Library has again collaborated with the Connecticut Library Association on the second annual Excellence in Public Library Service Awards. Nominations from thirteen libraries were received and were reviewed by five judges from out of state on January 15, 2002. Winners will be announced shortly. Mary Engels coordinated the nomination and judging. Ms. Engels, Sharon Brettschneider and Mary Louise Jensen serve on the awards committee.

The Connecticut Library Association (CLA) and the State Library are sponsoring another wonderful exhibit of photographs of public and academic libraries in the concourse of the Legislative Office Building during the month of January. 250 photographs adorn the walls of the concourse. On January 10, 2002, CLA hosted an opening reception for the exhibit in the atrium of the LOB. Approximately 100 people attended. Mary Engels, President of CLA and Director of the Middletown Library Service Center, welcomed attendees. Kendall Wiggin spoke on behalf of the State Library and Mike Moran, Asnuntuck Community College, and Kelly Browne, University of Connecticut Law School spoke on behalf of the CLA Legislative Committee. Mary Louise Jensen arranged for exhibits of library construction projects which have been approved by the State Library Board but which have not been addressed by the Bond Commission.

Plans are underway to upgrade the technology-training center at the Middletown Library Service Center and to establish training centers at the Willimantic Library Service Center and Van Block facility. Tom Newman, Susan Cormier and Rich Kingston are working with Connecticut Computer Service to design these facilities.

Linda Williams, Consultant for Children's Services, organized an all-day workshop and book giveaway at the Willimantic Library Service Center on December 19, on Picture Books as Easy Readers. Craig Seeger from Book Wholesalers, Inc. demonstrated his company's free Title Tales collection development software. The free database includes children's book titles complete with full text reviews and other features. Luci Leone, Library Media Specialist at the Florence Smith Elementary School in West Hartford, and Early Reading Success Panel Member (Dept. of Education) discussed features librarians should look for in books for beginning readers. In the afternoon, attendees discussed the titles they brought, keeping in mind what they had learned during the morning program. Linda Williams then distributed books - approximately fifteen titles to each participant. These books are sent free of charge of the State Library as examination copies from the publishers. There were sixty attendees - fifty-two from public libraries and eight from schools.

iCONN use continues to increase. Statistics compiled by Jane Emerson since July demonstrate that over 1.7 million searches have been conducted on the iCONN databases since the official beginning of iCONN on July 1st 2001.

Graph showing the number of searches on the iCONN Database

These stats are posted on the iCONN home page under "Statistics". They are updated monthly during the 3rd week of each month.

The iCONN website successfully completed the process of being certified by the state for accessibility. As a byproduct, a site index is now available on every web page.

iCONN - Getting the Word Out
Letters with a detailed iCONN promotional flyer and iCONN library card sleeve were distributed to the Chairpersons of all Boards of Education in the state and to all mayors, first selectmen, city and town managers in the state. Eastern Connecticut Libraries arranged for the printing of large quantities of iCONN library card protectors and bookmarks. They are making these available for sale to libraries. Order forms may be accessed from the iCONN web page. In addition, the State Library is ordering special iCONN library cards as special opening day gifts for legislators.

Bill Sullivan arranged for two articles describing the positive impact that iCONN has had on schools locally to be written by Muriel Gaynor and Janet Leonberger library media specialists in the West Hartford Public Schools and by Jane Tonn a library media specialist at Middletown High School. The first article was submitted for publication in the February 2002 issue of CEA Advisor, the monthly newsletter of the Connecticut Education Association, which is mailed to the homes of 38,000 K-12 teachers. The second article was submitted for publication in the February 2002 issue of the monthly newsletter of the Connecticut Federation of Educational and Professional Employees, which is mailed to the homes of approximately 10,000 teachers. In addition, an iCONN informational flyer was included in the Tech Times, a quarterly publication of the Regional Education Service Centers that is distributed to teachers throughout the state.

Bill Sullivan updated the recommendations for in-building wiring for the next edition of the Library Space Planning Guide. The recommendations and supporting documentation addressed current requirements for high-bandwidth communications (one gigabyte per second and higher) and accounted for the current as well as soon-to-be-published industry standards for commercial building telecommunications cabling. Future recommendations will address high-speed wireless in-building communications.

Jane Emerson and Stephen Cauffman presented @ Your Library for the Public Libraries Roundtable, Region 3, on November 21 at the Willimantic Library Service Center. Jane Emerson presented a hands-on iCONN training class for twelve staff at the Hall Memorial Library in Ellington on January 15th.

Stephen Cauffman is presenting several reQuest Interlibrary Loan "Drop-in" sessions. These half-day, hands-on sessions for small groups are intended to answer library staff questions about reQuest Interlibrary Loan. Two well attended sessions were held on December 4 and January 10. Another session is being planned for February.

Bill Sullivan, Steve Cauffman and Gail Hurley met with Auto-Graphics on December 4th to discuss their new Agent product, a distributed library catalog, and on January 11, to discuss issues pertaining to the upgrading of reQuest to the new version.

Susan Cormier, Children's Consultant attended a January 15th meeting of the Childhood Depression Awareness Task Force of which she is a participating member.

Library Services and Technology Act (LSTA)
The State Library is in the process of evaluating the LSTA program in Connecticut over the last five years as required by the Institute of Museum and Library Services, the federal agency that oversees LSTA. The Division of Library Development is working with Alan Burger from Library Development Solutions on the evaluation. On January 19th Mr. Burger conducted two focus group discussions. In the morning he met with the Advisory Council on Library Planning and Development (ACLPD). In the afternoon he led a discussion with librarian customers of iCONN. On January 11th he conducted a focus group with the Advisory Board of the Library for the Blind and Physically Handicapped. The evaluation also will include surveys to users of services funded by LSTA and a review of sub-grant final reports. The Advisory Council on Library Planning and Development has also formed a subcommittee that will be developing a new five-year plan for the use of LSTA funds in Connecticut. They will complete their work before July 1st of 2002.

The Department of Administrative Services is now working on the Request for Proposal (RFP) for the possible outsourcing of the statewide library delivery service. Sharon Brettschneider worked with a subcommittee of ACLPD to develop the content of the RFP, which they sent to the Dept. of Administrative Services (DAS) in September. DAS should release the RFP by the end of January.

Public Records Administration
Public Records Administrator Eunice G. DiBella attended a meeting of the Historic Documents Preservation Program Advisory Committee on November 28, 2001 at the Middletown Library Service Center. Other archives and public records staff attending included LeAnn Johnson, Public Records Grant Program Consultant and Lizette Pelletier, Archival Consultant. State Librarian Kendall Wiggin chairs this committee

Eunice DiBella was responsible for an all day presentation on Records Management at the School for Connecticut Town Clerks on December 6, 2001 held at the Holiday Inn in Cromwell, CT. The School for Connecticut Town Clerks is administered by the Education Committee of the Connecticut Town Clerks Association and is responsible for providing instruction and for administering a certification examination for Connecticut Town Clerks. The Public Records Administrator has a statutory responsibility to sit on the Town Clerk's Certification Committee, a sub-committee of the education committee.

Eunice was one of the instructors at the program. Other State Library staff that gave presentations were LeAnn Johnson, Preservation Librarian Jane Cullinane, and Mark Jones. Over 100 town clerks and assistant town clerks attended the program.

Eunice DiBella attended an organizational meeting of the Connecticut Electronic Recording Task Force on December 12, 2001. This meeting included representative town clerks; as well as attorneys, representatives from title companies and David Biklin, Executive Director of the Connecticut Law Revision Commission. The discussion focused on strategy for implementing a totally electronic system for recording documents on the Connecticut Land Records.

State Archives
Debra Pond was hired as Project Archivist (Librarian 2) and began work on November 30, 2001. She has started work on processing the Litchfield County Court Files, beginning with1751. This project is funded by the National Historic Publications and Records Commission (NHPRC). Bruce Stark, Assistant State Archivist, is the project director.

On January 16th State Archivist Mark Jones began team teaching a winter/spring graduate course at Trinity College on Hartford History. This is the second time he has taught this course. Students enrolled in the course are encouraged to use the many historical resources available at the State Library.

Assistant State Archivist Bruce Stark served as a member of the Society of American Archivists Committee on Ethics and Professional Conduct. Mr. Stark attended a meeting of the Editorial Board, Association for the Study of Connecticut History, on December 1, 2001.

State Archivist Mark Jones, Assistant State Archivist Bruce Stark and Archivist Nancy Shader prepared special exhibit entitled "Treasures from the Archives" for the Connecticut Heritage Foundation fundraiser that was held in the Museum of Connecticut History on December 13, 2001.

Guide to the Records of the Judicial Department (2nd edition), prepared by Archivist Nancy Shader, was published in December, 2001. A copy will be made available on the Connecticut State Library Website.

Nancy Shader assisted at the "Special Evening with Geno Auriemma" fundraising event put on by the Connecticut Heritage Foundation in support of the State Library and Museum of Connecticut History.

State Records Center
The State Records Center accessioned 1,621 boxes from various state agencies and accessioned 51 tape reels and 31 videotapes from the O'Neill Project. The Records Center destroyed 756 state agency boxes.

LeAnn Johnson proctored the Certified Records Manager Examination on November 1, 2001.

LeAnn Johnson and Eunice DiBella attended an Association of Records Managers and Administrators (ARMA) meeting on November 13, 2001, on "Keeping Records of Web Sites and Web Pages." This presentation dealt with many issues surrounding the retention of ectronic records. Ms. Johnson attended an ARMA meeting on Professional Writing Skills on January 15, 2002.